Moving a Single Patient's Records Between Two ChiroTouch Databases

Practices that operate more than one ChiroTouch database—whether for separate locations, a satellite clinic, or a doctor who has moved to a new group—often need to move one patient's chart from one installation to another. The Patient File Transfer feature in ChiroTouch handles this as a single, bundled export: you select the patient, choose which categories of data to include, and the system gathers everything into a folder on the server machine. That folder can then be delivered to the receiving office and imported into their ChiroTouch database. The process is one patient per action, so if you need to move several files, you repeat the export for each one.

It is important to understand what actually transfers and what does not. The export covers patient demographic information as displayed in Front Desk, patient notes, treatment notes, and patient records such as videos, photos, X-rays, and documents. What stays behind in the source database includes chart notes, diagnoses, charges and ledger entries, insurance information, and appointment history. If the receiving practice needs any of those excluded items, they will have to be documented or communicated separately, because the Patient File Transfer bundle does not carry them.

Before either office can run the process, ChiroTouch technical support must configure the installation so that the Patient File Transfer button appears on the Front Desk Patient Information screen and so that the bundled folder has a defined local destination on the server. In a typical setup that destination is a directory under the ChiroTouch program folder (for example, C:\Program Files (x86)\PSChiro\Database\Patient_File_Transfer). Both the sending and the receiving office need this configuration in place before the first export or import is attempted. The receiving office should confirm their setup with their own ChiroTouch support contact so the import side is ready when the folder arrives.

On the sending side, the workflow is straightforward: open the patient's record in Front Desk, click Patient File Transfer, choose Export, check at least one data category (the export will not run with zero selections), and confirm. ChiroTouch collects the selected data, writes it to the configured folder, and displays a report that includes a username (the practice's License ID) and a password. Those two credentials are what the receiving office will enter during import, so make sure they are transmitted securely and that the exporting staff member knows exactly who on the other end needs them. The folder itself is named after the License ID, which gives the receiving team a quick way to identify whose file they are importing.

At the receiving office, the folder is placed into the same Patient_File_Transfer directory on their server. The staff member then opens Front Desk, clicks Patient File Transfer, selects Import, and enters the credentials from the export report. ChiroTouch reads the bundle, writes the patient's information into the local database, and displays a confirmation with import statistics. After that, the receiving doctor or office manager should open the new patient record and verify that the notes, treatment history, and attached documents appear as expected before closing out the transfer. Keeping a short written log of the License ID, the date of transfer, and the names of both staff members who handled the handoff makes it easier to answer questions later and keeps the audit trail clean for the practice.

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